RFP-26-6201LS-Rebid - Exhibit A - SOS.pdf

State of Florida Department of Transportation

EXHIBIT "A" SCOPE OF SERVICES

DOT-RFP-26-6201LS-REBID

PUBLIC COMMUNICATION SERVICES FOR MISCELLANEOUS

CONSTRUCTION PROJECTS IN MONROE COUNTY FOR THE

FLORIDA DEPARTMENT OF TRANSPORTATION (FDOT)

DISTRICT SIX

DOT-RFP-26-6201LS-REBID Exhibit A Scope of Services Page 2 of 14

PURPOSE

The Florida Department of Transportation, hereafter referred to as the Department, requires sealed written Proposals from qualified Proposers to provide Public Communication Services for Miscellaneous Construction Projects in Monroe County.

This Scope of Services describes and defines activities which may be required by the Florida Department of Transportation for a range of services to include, but not limited to: communication planning and implementation, public relations and community involvement, customer service, meeting and project documentation, general translation and interpreting services, project website maintenance, preparation of related media communications and collateral materials, media interviews, preparation of audio/video presentations, project planning coordination and implementation, and other services that may be related including supporting outreach efforts during all phases of a project as needed.

The Department shall request consultant services on an as-needed basis. There is no guarantee that any or all the services described in this Agreement will be assigned during the term of this Agreement. Further, the Consultant is providing these services on a nonexclusive basis. The Department, at its option, may elect to have any of these services set forth herein performed by other consultants or Department staff.

This is an indefinite quantity contract where the Contractor agrees to furnish services during a prescribed period of time. The specific period of time completes such a contract, unless services are terminated.

This Contract shall begin on the date the Notice to Proceed is given and shall continue for a period of three (3) years. This Agreement may be renewed, not to exceed three (3) one-year renewals. If a renewal is desired, it must be executed by the Department and the Contractor prior to the expiration of this Agreement.

DEFINITIONS

Contract/Agreement All documents, exhibits and attachments specifying services to be performed/provided by the CONSULTANT, billing rates for these services and how the CONSULTANT shall be compensated for these services, executed by both the CONSULTANT and the DEPARTMENT.

Consultant The CONSULTANT retained by the Department to perform the Contractual Services described in this

CONTRACT/AGREEMENT.

Department The Florida Department of Transportation (FDOT)

Project Manager The Department’s staff member(s), manager(s) or consultant(s) with overall responsibility and authority to oversee the contractual services begin performed/provided by the CONSULTANT for the Florida Department of Transportation (FDOT) as described in this CONTRACT/AGREEMENT.

Notice To Proceed A letter issued by the Project Manager authorizing the start of the CONTRACT/AGREEMENT. There shall be one (1) Notice to Proceed issued for the initial CONTRACT/AGREEMENT. For any additional work that shall be added to this CONTRACT/AGREEMENT by Amendment an additional Notice to Proceed shall be issued.

Task Work Order A letter or work order issued by the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) authorizing the CONSULTANT to commence work on a specific task in accordance with the contractual services being performed/provided by the CONSULTANT as described in this

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CONTRACT/AGREEMENT. Completion due dates and fees are specified in the Letter of Authorization or Task Work Order.

Letter of Authorization (LOA) A letter issued by the Project Manager (or his/her designee) that funds have been approved and encumbered on the contract, followed by the issuance of a letter of authorization/work authorization for the assignment of work on a specific task.

Department Observed Holidays The below listed holidays are observed by the DEPARTMENT. If any of these holidays fall on a Saturday, the preceding Friday is observed. If any fall on a Sunday, the following Monday is observed. Holidays include:

New Year’s Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veteran’s Day, Thanksgiving Day and the following day, Christmas Day

Any CONSULTANT time worked during these holidays or other office closures must be approved by the Department’s Project Manager in advance.

Department Business Hours Typically, 8:00 A.M. through 5:00 P.M., Monday through Friday in which the DEPARTMENT conducts routine business. Alternate schedules must be approved by the Department’s Project Manager in advance. There may be occasions when work related meetings and events occur after routine business hours, at which time offsetting work hours may be required.

Department Procedures Standard day-to-day process which relates to the type of services being requested in this

CONTRACT/AGREEMENT.

PREREQUISITE QUALIFICATIONS

The DEPARTMENT requires that the CONSULTANT meet certain prerequisite qualifications. The CONSULTANT must:

Be a public communications firm with an office located in Miami-Dade, Monroe or Broward County.

The CONSULANT must identify one PROJECT MANAGER with a minimum of 20% availability.

The CONSULTANT must identify a maximum of one CONSULTANT STRATEGIC COMMMUNICATIONS PROJECT MANAGER and at least one COMMUNITY OUTREACH SPECIALIST, ASSISTANT COMMUNITY OUTREACH SPECIALIST, AUDIO/VISUAL (A/V) TECHNICIAN and GRAPHIC DESIGNER.

The CONSULTANT STRATEGIC COMMMUNICATIONS PROJECT MANAGER must have a minimum of five years’ experience managing outreach efforts of other staff members handling transportation outreach efforts and overseeing all aspects of contract management including budget, staffing, and tasks.

The CONSULTANT PROJECT MANAGER and COMMUNITY OUTREACH SPECIALIST must have experience in crisis management and crisis communications, event planning, and developing and managing communication strategies.

The CONSULTANT must identify one COMMUNITY OUTREACH SPECIALIST with 100% availability to work from 8:00 am to 5:00 pm Monday through Friday. The CONSULTANT can propose additional COMMUNITY OUTREACH SPECIALISTS to work as needed.

The COMMUNITY OUTREACH SPECIALIST must have a minimum of three years of experience leading

DOT-RFP-26-6201LS-REBID Exhibit A Scope of Services Page 4 of 14 communication efforts on projects and experience in presentations to groups of stakeholders and internal customers, planning and coordinating meetings and special events. Must have strong organizational, record keeping and communication skills both oral and in writing. Must preferably live in the Florida Keys.

The CONSULTANT must identify a minimum of one ASSISTANT COMMUNITY OUTREACH SPECIALIST, AUDIO VISUAL TECHNICIAN/VIDEOGRAPHER/EDITOR/SOCIAL MEDIA SPECIALIST, AND GRAPHIC

DESIGNER available to work on this contract.

The CONSULTANT’S Subcontractor(s)/Subconsultant(s) possess the necessary licenses required by law to perform the work.

POSITION CLASSIFICATIONS AND DESCRIPTIONS

Strategic Communications Project Manager: Primary point of contact with the Department’s Project Manager (or his/her designee) on overall activities of the contract; ensures contract compliance; coordinates monthly meeting with the Department’s Project Manager and provides status of staff’s collaterals and project activities;

manages budget; executes special projects and performs QA/QC on all collateral materials; responsible for entire staff assigned to this CONTRACT/AGREEMENT to include staff supervision and work production; works with Department’s Project Manager on streamlining processes and developing cost effective methods of doing business. The Project Manager will develop, direct, and coordinate all public outreach activities as directed by the Department’s Project Manager and District Public Information office; and executes other duties relevant to the position. (see Table-1)

Community Outreach Specialist: Serves as the source for project related information; writes Community Awareness Plans for projects in the construction phase; identifies potential impacts to the public as a result of construction; prepares and disseminates collateral materials to the public using plain language in English, Spanish and Creole due to South Florida’s diverse community; develops strategic alliances and corporate partnerships; works closely with the project team and District Public Information Office to respond to media inquiries in writing or by interview; writes press releases and news stories; prepares and presents project information for meetings; creates and tracks project issues; coordinates resolution of issues with internal and external partners; maintains database of stakeholders; updates website as needed; distributes as needed and weekly project eblast updates to stakeholders; develops project updates and notification for social media posting;

knowledgeable with shooting video (video camera, tablet, mobile device or recording device) audio, editing, script writing and producing videos in a timely matter; comfortable being on camera; knowledgeable with producing graphics; coordinates and facilitates project presentations, public meetings and special events such as pop up events at local sporting events festivals, malls, community centers, conventions, etc.; attends project progress meetings; attends door-to-door as needed; facilitates transition from design to construction; provides bi-weekly updates to the Department’s Project Manager; coordinates and staffs formal and informal public meetings and public hearings; organizes comments, writes and tracks responses received at meetings or hearings; and executes other duties relevant to the position. (see Table-1)

Assistant Community Outreach Specialist: Performs customer satisfaction surveys; performs website updates and audits; assists with door-to-door dissemination of project-specific information; supports public meetings and special events; prepares materials and staffs sign-in table; supports the activities of the assigned to the contract as needed and approved; develops project updates and notification for social media posting; knowledgeable with shooting video (video camera, tablet, mobile device or recording device) audio, editing, script writing and producing videos in a timely matter; comfortable being on camera; knowledgeable with producing graphics;

tracks and prepares electronic files with all project communication of each project upon completion for submission to the Department’s Project Manager or designee; executes other duties relevant to the position.

This position will work out of the CONSULTANT’S office or project field office as needed (see Table-1)

Audio/Visual Technician/Videographer/Editor/Social Media Specialist: Sets up and operates A/V equipment/technology for live, hybrid or virtual meetings and events, produces videos and multi-media presentations, oversees video production, troubleshoots technical issues, produces content in a timely matter, DOT-RFP-26-6201LS-REBID Exhibit A Scope of Services Page 5 of 14 excellent knowledge of social media platforms, which include but not limited to Facebook, ChatGPT, Artificial Intelligence, Youtube, Instagram, TikTok, Capcut, X, etc., understanding SEO and social media KPIs, Graphic Designer: Designs collateral materials; creates templates and newsletter layouts and project information fliers; develops project logo and branding materials; develops graphics, charts, graphs, maps as needed; and performs other duties relevant to the position. (See Table-1)

Table-1

POSITION CLASSIFICATION

ALLOWABLE HOURLY

WAGE RATE RANGE

STRATEGIC COMMUNICATIONS PROJECT MANAGER $93.00 - $98.00

COMMUNITY OUTREACH SPECIALIST $78.00 - $83.00

ASSISTANT COMMUNITY OUTREACH SPECIALIST $48.00 - $53.00

AUDIO/VISUAL

TECHNICIAN/VIDEOGRAPHER/EDITOR/SOCIAL MEDIA

SPECIALIST

$68.00 - $73.00

GRAPHIC DESIGNER $53.00 - $58.00

The rates listed in the above table are the allowable rates the DEPARTMENT has established for each type of Position Classification described in this Exhibit “A”, Scope of Services for this CONTRACT/AGREEMENT. The Proposer is encouraged to submit their best pricing which must be within the range for each position classification. The Proposer shall complete the Exhibit “C” Price Proposal in accordance with the DEPARTMENT’S allowable rates and submit as part of the price proposal package. Price Proposals submitted with rates that are below or above the DEPARTMENT’S allowable hourly wage rates will be deemed NON-RESPONSIVE and the proposal will be subject to rejection.

STAFFING

The CONSULTANT shall be responsible for providing competent and committed personnel who are qualified, reliable and properly trained at appropriate levels of skill and utilization to perform the routine and any additional contractual services being performed/provided by the CONSULTANT as described in this CONTRACT/AGREEMENT and accept the responsibilities and duties of this CONTRACT/AGREEMENT for the period stated, beginning on the date noted in the Notice to Proceed, and shall conform to and abide by the specifications stated herein.

The CONSULTANT will be responsible for supplying as many personnel as needed to meet the requirements of this CONTRACT/AGREEMENT.

The CONSULTANT shall provide the DEPARTMENT with a Project Manager for the life of the contract and cannot use a subconsultant for this position.

At least one CONSULTANT COMMUNITY OUTREACH SPECIALIST assigned to construction projects in the Lower Keys will be required to work from the DEPARTMENT’S field office at a minimum of three business days.

Staff for other classifications in this CONTRACT/AGREEMENT must be identified, however will be used on an as-needed basis and not required to work locally.

It may be necessary for the CONSULTANT to subcontract/subconsultant portions of the work. All Subcontractor(s)/Subconsultant(s), whether it is an individual or a firm must be approved and qualified by the DEPARTMENT prior to the initiation of any work.

The CONSULTANT shall be fully responsible for the satisfactory completion of all subcontracted/subconsulted

DOT-RFP-26-6201LS-REBID Exhibit A Scope of Services Page 6 of 14 work.

The CONSULTANT shall provide the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) with copies of the names for all Subcontractor(s)/ Subconsultant(s) or employees who shall be performing the work as required.

Any changes to personnel shall be in writing and approved by the DEPARTMENT in writing before performing any billable services. CONSULTANT’S Project Manager and Community Outreach Specialist identified in this contract may not be substituted during the CONTRACT/AGREEMENT unless staff member is no longer employed with the CONSULTANT’S firm or at the approval or request of the DEPARTMENT.

If during the term of this CONTRACT/AGREEMENT, if a new Project Manager or Community Outreach Specialist is to be employed by the CONSULTANT for this CONTRACT/AGREEMENT, the individual shall be available to meet with the Department’s Project Manager (or his/her designee) at a mutually convenient time for both parties during regular business hours to discuss work requirements prior to the CONSULTANT’s new Project Manager or Community Outreach Specialist assuming the responsibilities of this CONTRACT/AGREEMENT. This time spent shall not be billable to the DEPARTMENT.

CONSULTANT RESPONSIBILITIES

Location of the CONSULTANT At least one CONSULTANT COMMUNITY OUTREACH SPECIALIST assigned to construction projects in the Lower Keys will be required to work from the DEPARTMENT’S field office at a minimum of three business days.

All other positions will be required to work from the DEPARTMENT’S project field offices on an as needed basis.

The DEPARTMENT’S project field office will be located in the Lower Florida Keys.

Furnishing of Services The CONSULTANT shall furnish all materials, equipment machinery, tools, apparatus, means of transportation, travel expenses including mileage, parking expenses and tolls, labor, services and supplies required to perform the services as outlined in this Scope of Services. Smart phone with access to email is required and provided by the CONSULTANT. Texting is prohibited.

Coordination with the Department All aspects of each task shall be coordinated through the Department’s Project Manager (or his/her designee).

All authorizations and approvals shall be in writing and executed by the Project Manager (or his/her designee) prior to the commencement of work.

The Project Manager is Rodolfo Roman and is located at:

Florida Department of Transportation District Six Construction 1000 N.W. 111 Avenue Miami, FL 33172

Services to be Provided The CONSULTANT by acceptance of this CONTRACT/AGREEMENT hereby guarantees that they shall comply with all scheduled times and requirements as specified in this CONTRACT/AGREEMENT and any subsequent additions.

The CONSULTANT shall be responsible for the contractual services being performed/provided by the CONSULTANT as described in this CONTRACT/AGREEMENT. These responsibilities shall be carried out through planning, assignment, coordination, inspections, quality control, field operations, reporting and other forms of administrative management required to optimize services and support in compliance with terms specified in this CONTRACT/AGREEMENT.

The CONSULTANT must use the most up-to-date version of the DEPARTMENT’s procedures, platforms and

DOT-RFP-26-6201LS-REBID Exhibit A Scope of Services Page 7 of 14 processes to provide services including but not limited to:

Strategic Communications Project Manager: Develop and implement comprehensive communication strategies in alignment with FDOT’s compass and D6’s organizational mission to enhance public awareness and engagement. Establish quarterly key performance indicators (KPIs) to measure the success of communication efforts. To include, but not limited to:

Provide strategic direction for stakeholder engagement: public awareness campaigns, pop-up and promotional events, public meetings, and public hearings coordination, among other tactics

Develop branded social media & digital marketing: best use of organic and paid social media strategies to increase stakeholder engagement and followers (i.e., to measure increase by x% per year), coordination of digital marketing platforms (i.e., Constant Contact, Survey Monkey, etc.)

Establish brand positioning/Media relations efforts: proactive publicity, media pitching, speeches, on-camera media training, leadership and brand positioning

Coordinate and provide multimedia & audiovisual: broadcast quality video production, audiovisual equipment & coordination for in-person and virtual meetings, social media video reels/stories/posts

Creative graphic design for all collaterals, trilingual communications

Special Projects & Miscellaneous: Assist in a variety of important stakeholder engagement projects and other miscellaneous projects as needed. To include, but not limited to:

Other miscellaneous projects: Take charge in building relationships with local municipalities, local community groups, local businesses, local businesses, local sports teams, local schools, etc.

Take charge of coordinating pop up events to inform the community of upcoming and ongoing construction work.

Promote community engagement and pro-active techniques of communication using the latest technology tools.

No work shall be undertaken by the CONSULTANT unless it has been authorized in writing by the DEPARTMENT. The DEPARTMENT shall issue a formal Notice to Proceed authorizing the CONSULTANT to begin work on a specific date.

The CONSULTANT must carry out assignments/tasks with ethics, with an understanding of the cultural, racial and economic diversity of the community, through their understanding of and connections with media outlets and governmental officials and using their experience in planning meetings/events.

The CONSULTANT shall furnish to the Department the services required at the proposed hourly wage rates that are depicted in the Exhibit “C”, Price Proposal attached hereto and made a part hereof.

The CONSULTANT agrees to submit timesheets for all staff’s hours on a biweekly basis to the Department’s Project Manager for review and approval.

The CONSULTANT agrees to bill the DEPARTMENT each month for the services provided the previous month at the proposed hourly wage rates established in the Exhibit “C”, Price Proposal. The proposed hourly wage rates shall include overhead, profits, travel, mileage, tolls and parking expenses, administrative expenses, materials, equipment, insurance, bonding and all other incidentals and all direct and indirect costs required to complete the contractual services under this CONTRACT/AGREEMENT.

If the procedural regulations referenced herein are revised or superseded before the services by the CONSULTANT are rendered, compliance with the most up-to-date version and/or amendments/statutes will be required.

The CONSULTANT shall maintain complete and accurate project records in an electronic format of all activities and any other events relating to the CONTRACT/AGREEMENT and provide hard copies to the DEPARTMENT

DOT-RFP-26-6201LS-REBID Exhibit A Scope of Services Page 8 of 14 upon request. Complete electronic records must be provided to the DEPARTMENT at the end of each construction project assigned to this contract.

CONSULTANT’S WORK SUPERVISION AND SUPERVISOR REQUIREMENTS

All contractual services being performed/provided by the CONSULTANT as described in this CONTRACT/AGREEMENT must be performed by or under the direction of a person qualified or licensed as specified in this CONTRACT/AGREEMENT and any other local, state and federal laws, regulations and guidelines that apply to the type of services being performed.

The CONSULTANT shall adhere to all other applicable local, state and federal laws, regulations, and guidelines pertaining to the type of services being provided by the CONSULTANT as described in this

CONTRACT/AGREEMENT.

The CONSULTANT’S work shall be performed and/or directed by the key personnel identified by the CONSULTANT in their Proposal submitted to the DEPARTMENT.

If requested by the DEPARTMENT, the CONSULTANT’S prospective Supervisor/Project Manager shall be available to meet with the Department’s Project Manager (or his/her designee) at a mutually convenient time for both parties during regular business hours to discuss work requirements prior to the CONSULTANT assuming the responsibilities of this CONTRACT/AGREEMENT. This time spent shall not be billable to the DEPARTMENT.

The CONSULTANT will continuously monitor personnel performance as part of its own management activity.

The CONSULTANT Project Manager shall supply a status report consisting of all activities to the DEPARTMENT monthly basis during the entire CONTRACT/AGREEMENT commencing with the Contract Notice-to-Proceed.

The report shall include a detailed description of the services performed including all special requirements. The report shall also include plans of action to correct present and anticipated problems, and the status of services to be provided.

The CONSULTANT COMMUNITY OUTREACH SPECIALIST shall supply a report consisting of the status of all assigned construction project activities and pending issues to the DEPARTMENT’s Project Manager on a bi-weekly basis.

The CONSULTANT COMMUNITY OUTREACH SPECIALIST shall maintain a project issues log with status and submit to the DEPARTMENT’S Project Manager on a biweekly basis.

Throughout the term of the CONTRACT/AGREEMENT, the DEPARTMENT may conduct reviews of the work performed by the CONSULTANT. The CONSULTANT shall cooperate and assist the DEPARTMENT throughout these review processes.

IDENTIFICATION

The CONSULTANT’S personnel/subcontractor(s)/subconsultant(s) must sign in at the required DEPARTMENT location and obtain DEPARTMENT identification to be admitted to the DEPARTMENT location.

No personnel will be allowed to enter any DEPARTMENT location without identification.

CONSULTANT’S WARRANTY

The CONSULTANT warrants to the DEPARTMENT that all services furnished under this CONTRACT/AGREEMENT shall be performed in a competent, good workmanlike manner and in accordance with good trade practices and local, state and federal codes. The CONSULTANT shall provide quality product and CONSULTANT errors shall be corrected immediately and time spent for these corrections shall not be billable to the DEPARTMENT.

The CONSULTANT agrees that satisfactory completion of each job assignment will be performed and approved

DOT-RFP-26-6201LS-REBID Exhibit A Scope of Services Page 9 of 14 by the DEPARTMENT and or the Department’s Project Manager (or his/her designee) before the DEPARTMENT and or the Department’s Project Manager (or his/her designee) approve and process the CONSULTANT’S invoices for payment.

NON-COMPLIANCE

Failure to resolve discrepancies within a reasonable time frame may result in CONSULTANT placement in non-compliance status as described in the Non-Compliance sections of this CONTRACT/AGREEMENT and the Florida Department of Transportation Contractual Services Standard Agreement.

Failure by the CONSULTANT to comply with the Rules and Regulations stated in this Scope of Service and those that may later be added in shall result in the immediate suspension of work, CONSULTANT placement in non-compliance status and/or contract termination.

Failure by the CONSULTANT to comply with safety requirements accordance with Occupational Safety and Hazard Act [Administration] (OSHA), those identified by the DEPARTMENT and/or the Department’s Project Manager (or his/her designee), those stated in this CONTRACT/AGREEMENT and those that may added later, shall result in the immediate suspension of work, CONSULTANT placement in non-compliance status and/or CONTRACT/AGREEMENT termination.

The parties recognize that timely performance by the CONSULTANT is of the essence. Should the CONSULTANT fail to perform the work specified in this CONTRACT/AGREEMENT and cause the DEPARTMENT to intervene to complete the work as specified, all costs incurred by the DEPARTMENT shall be charged to the CONSULTANT and shall result in the immediate suspension of work, CONSULTANT placement in non-compliance status and/or CONTRACT/AGREEMENT termination.

If the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) determines that the performance of the CONSULTANT is not satisfactory, the DEPARTMENT may terminate this CONTRACT/AGREEMENT as described in Section 6 of the State of Florida Department of Transportation Contractual Services Standard Agreement. Any necessary default action will be processed in accordance with the Department of Management Services Rule 60A-1.006(3).

In the event of intervention or default, all payment to the CONSULTANT shall stop during the time involved and the DEPARTMENT shall hold all payment due to the CONSULTANT until cost to the DEPARTMENT is satisfied.

The DEPARTMENT reserves the right to deduct such costs from any payment due to the CONSULTANT.

If the CONSULTANT fails to comply with the provisions of the section entitled CONSULTANT RESPONSIBILITIES in this CONTRACT/AGREEMENT and it is not immediately corrected, the DEPARTMENT shall construe that the CONSULTANT is in non-compliance and shall result in the immediate suspension of work, CONSULTANT placement in non-compliance status and/or CONTRACT/AGREEMENT termination.

If at any time during the course of this CONTRACT/AGREEMENT the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) brings to the attention of the CONSULTANT a violation of any of the sections in this CONTRACT/AGREEMENT and the violation is not corrected within twenty four (24) hours the DEPARTMENT shall construe that the CONSULTANT is in non-compliance and shall result in the immediate suspension of work, CONSULTANT placement in non-compliance status and/or CONTRACT/AGREEMENT termination.

LICENSE AND INSURANCE QUALIFICATIONS

The CONSULTANT must hold the licenses necessary to provide the contractual services being performed/provided by the CONSULTANT as described in this CONTRACT/AGREEMENT in the counties specified.

The CONSULTANT shall provide the DEPARTMENT and/or the Department’s Project Manager (or his/her

DOT-RFP-26-6201LS-REBID Exhibit A Scope of Services Page 10 of 14 designee) with proof that the CONSULTANT’S firm (not the individual) is authorized and licensed to do business in the State of Florida.

The CONSULTANT shall provide the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) with copies of a current State of Florida Occupational License for the services required.

The CONSULTANT shall certify that skilled employees and/or Subcontractor(s)/Subconsultant(s), who possess the necessary specialty licenses as required by law to perform the work, shall provide the contractual services being performed/provided by the CONSULTANT as described in this CONTRACT/AGREEMENT and any other services that may be required.

The CONSULTANT shall be required to provide the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) with the required types of insurance limits as stated in this CONTRACT/AGREEMENT.

The CONSULTANT shall carry and keep in force during the period of the CONTRACT/AGREEMENT and any subsequent renewals a current General Liability Insurance Policy or policies with a company or companies authorized to do business in the State of Florida, affording public liability insurance with combined bodily injury limits of at least two hundred thousand dollars ($200,000.00) per person and three hundred thousand dollars ($300,000.00) each occurrence, and property damage insurance of at least three hundred thousand dollars ($300,000.00) each occurrence.

The CONSULTANT shall provide the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) with a current Certificate(s) of Worker’s Compensation Insurance covering all employees, subcontractor(s)/subconsultant(s) during the period of the CONTRACT/AGREEMENT and any subsequent renewals. A certificate from an eligible underwriter indicating proof of coverage shall be submitted with each Proposal to ensure required coverage.

With respect to any general liability insurance policy required pursuant to this Agreement, all such policies shall be issued by companies licensed to do business in the State of Florida. The CONSULTANT shall provide to the Department certificates showing the required coverage to be in effect with the endorsement pages showing the Department to be an additional insured prior to commencing any work under this Contract. The certificates and policies shall provide that in the event of any material change in or cancellation of the policies reflecting the required coverage, thirty days advance notice shall be given to the Department or as provided in accordance with Florida law.

All records, insurance and licenses must be current and will be kept on file for the duration of this CONTRACT/AGREEMENT and will be provided within twenty-four (24) hours upon request by the DEPARTMENT and/or the Department’s Project Manager (or his/her designee).

COMMUNICATIONS

Pre-Work Conference The DEPARTMENT shall conduct a pre-work conference prior to the start of the work to discuss and review the proposed work and the CONSULTANT’S plan of action for transitioning their personnel. The CONSULTANT shall be required to submit the following items to the DEPARTMENT at the pre-work conference:

The name of the CONSULTANT’S Project Manager assigned to this CONTRACT/AGREEMENT, along with their work and cellular telephone numbers.

Work and cellular telephone numbers for all personnel responsible for answering and responding to the needs of the DEPARTMENT in accordance with the contractual services being performed/provided by the CONSULTANT as described in this CONTRACT/AGREEMENT.

Progress Meetings The CONSULTANT and their Project Manager shall be required to meet with the Department’s Project Manager (or his/her designee) for a formal progress meeting as determined by the Department’s Project Manager (or his/her designee). Meetings will be scheduled on dates agreed upon by the CONSULTANT and the

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Department’s Project Manager (or his/her designee). Dates shall be determined at the Pre-Work Conference.

The DEPARTMENT reserves the right to call for additional meetings at any time during the term of this

CONTRACT/AGREEMENT.

Response Time The CONSULTANT’s PROJECT MANAGER and COMMUNITY OUTREACH SPECIALIST shall respond by telephone within one (1) hour after receiving a call from the DEPARTMENT and/or the Department’s Project Manager (or his/her designee), and if required shall be present at the location in question within two (2) hours after being contacted by the DEPARTMENT and/or the Department’s Project Manager (or his/her designee).

The CONSULTANT shall respond to emergencies and provide immediate service.

Reviews Throughout the term of the CONTRACT/AGREEMENT, the DEPARTMENT may conduct reviews of the work performed by the CONSULTANT to verify that the project control and management procedures are assuring project performance with reasonable conformity with DEPARTMENT policies, specifications, and control provisions. The CONSULTANT will assist the DEPARTMENT in these reviews.

When deficiencies are indicated in a review, the CONSULTANT will immediately implement remedial action to eliminate the deficiencies. Remedial actions may include further training of the CONSULTANT’S personnel, subdivision of staff responsibilities, and addition of staff or replacement of personnel whose performance is considered inadequate.

Additional Work The DEPARTMENT may authorize any unforeseen work which is essential to the satisfactory completion of the original scope of work. No unforeseen work shall be performed by the CONSULTANT without prior authorization.

The CONSULTANT shall work closely with the Department’s Project Manager (or his/her designee) in developing services for any additional work. The original contract may be amended to include any additional services required within the intent of the original contract.

Before making any additions or deletions to the work described in this agreement, and before undertaking any changes or revisions to such work, the parties shall negotiate any necessary cost changes and shall enter into a supplemental agreement covering such work and compensation. Reference herein to this CONTRACT/AGREEMENT shall be considered to include any Supplemental Agreement.

Any excess exceeding the total contract amount shall require a Supplemental Agreement supplied by the Department and signed by both parties prior to the work being performed. Supplemental Agreements may extend the contract price beyond the original contract limit if approved by the DEPARTMENT. Execution of this Supplemental Agreement does not guarantee that the work will be authorized.

Suspension of Work The DEPARTMENT and/or Department’s Project Manager (or his/her designee) may suspend the contractual services being performed/provided by the CONSULTANT as described in this CONTRACT/AGREEMENT, wholly or in part, for such period or periods as may be deemed necessary due to natural causes, or for any other reason deemed necessary by the DEPARTMENT and/or the Department’s Project Manager (or his/her designee).

Work shall also be suspended at the discretion of the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) at such time that the CONSULTANT fails to comply with any or all provisions in this

CONTRACT/AGREEMENT.

The CONSULTANT shall not be entitled to extra compensation or adjustments to the CONTRACT/AGREEMENT unit prices because of suspension or deletion of work caused by the condition described in this section.

Suspension of Work shall be ordered by the DEPARTMENT and/or the Department’s Project Manager (or his/her

DOT-RFP-26-6201LS-REBID Exhibit A Scope of Services Page 12 of 14 designee) in writing, giving the reason for the suspension. The invoice payments shall be adjusted accordingly.

DEPARTMENT RESPONSIBILITIES

Contract Responsibilities The DEPARTMENT shall provide a Project Manager who shall administer the terms of the CONTRACT/AGREEMENT. The DEPARTMENT’s designated Project Manager is Rodolfo Roman.

In Mr. Roman’s temporary absence from the office, the DEPARTMENT shall authorize another individual to perform the Project Manager duties.

The DEPARTMENT may replace Mr. Roman’s as the Project Manager during the term of this

CONTRACT/AGREEMENT.

The Project Manager (or his/her designee) shall administer this contract during the terms of this

CONTRACT/AGREEMENT.

The DEPARTMENT will be responsible for enforcing the terms of the CONTRACT/AGREEMENT.

The DEPARTMENT will maintain close contact with the CONSULTANT to ensure that major expenses are not incurred for materials, goods and services that can be provided by the DEPARTMENT.

The Project Manager will supply the necessary form letters, agreements, plans and any other documents that would be needed.

The DEPARTMENT shall issue a “Task Work Order” for services under this CONTRACT/AGREEMENT.

The DEPARTMENT shall issue a formal Notice to Proceed authorizing the CONSULTANT to begin work on a specific date.

The DEPARTMENT shall provide the CONSULTANT with written correspondence at random intervals indicating progress and/or deficiencies in performance.

Inspections For any services as specified in this CONTRACT/AGREEMENT the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) shall inspect and approve the work performed by the CONSULTANT.

The DEPARTMENT and/or the Department’s Project Manager (or his/her designee) shall have the right to visit the site/area/location where the services are being performed/provided by the CONSULTANT for inspection of the work and the products of the CONSULTANT at any time.

RULES AND REGULATIONS

Non-Smoking Policy There shall be no smoking within any of the DEPARTMENT’S buildings.

Property of the Department All work performed by the CONSULTANT pursuant to this CONTRACT/AGREEMENT, including, but not limited to the preparation of all communications documents and plans, briefings, workshop information, strategic documentation, websites, computer files and/or reports prepared or obtained under this CONTRACT/AGREEMENT, as well as all data collected, together with summaries derived there from, shall be considered works made for hire and shall become the property of the DEPARTMENT upon completion or termination without restriction or limitation on their use and shall be made available, upon request, to the DEPARTMENT and/or Department’s Project Manager (or his/her designee) at any time during the performance of such services and/or completion or termination of this CONTRACT/AGREEMENT. Upon delivery to the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) of said document(s), the

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DEPARTMENT shall become the custodian thereof in accordance with Chapter 119, Florida Statutes. The CONSULTANT shall not copyright any materials and products or patent any invention developed under this

CONTRACT/AGREEMENT.

Damages and Department Notification The CONSULTANT’S Project Manager shall immediately report any disorder or breakage to the DEPARTMENT and/or the Department’s Project Manager (or his/her designee) that occurred while the contractual services were being performed/provided by the CONSULTANT as described in this CONTRACT/AGREEMENT.

The CONSULTANT shall be responsible for all damages caused by its employees, subconsultant(s)/subcontractor(s).

In the event that it is proven that the CONSULTANT was at fault for any missing, defaced or destroyed Department property due to neglect or non-observance of responsibility and/or procedure, the CONSULTANT shall be held liable and accept the responsibility for the replacement/repair of said Department property.

METHOD OF COMPENSATION

The DEPARTMENT agrees to compensate the CONSULTANT for services performed under this CONTRACT/AGREEMENT. The CONSULTANT shall be paid in accordance with Exhibit “B” , Method of Compensation, for providing the Contractual Services described in this CONTRACT/AGREEMENT and also defined in Exhibit “C” Contract Price Proposal and any other Exhibits or Attachments included in this CONTRACT/AGREEMENT attached hereto and made a part hereof.

A CONSULTANT’S Proposal shall be in the form of proposed hourly wage rates for each job classification required as described in the Exhibit “C” Contract Price Proposal. The CONTRACT/AGREEMENT billing rates shall include the costs of salaries, overhead, travel and phone expenses, quality control, general and administrative costs, incidental expenses, fringe benefits, operating margin and subcontractor(s)/subconsultant(s).

The DEPARTMENT does not guarantee any minimums or maximums quantity, any range of quantities, or the exact quantity shown for each job classification to be proposed.

The DEPARTMENT agrees to pay the CONSULTANT monthly based on the units of work accepted and described in Exhibit “C” Contract Price Proposal which are hereby attached and made part of this CONTRACT/AGREEMENT. Payment shall be made upon receipt and approval of an invoice detailing the services performed. The Department’s Project Manager (or his/her designee) shall render approval or disapproval of services within five (5) working days of receipt of an invoice.

Bills for fees or other compensation for services and expenses shall be submitted monthly to the Department’s Project Manager (or his/her designee) in detail sufficient for a proper pre-audit and post-audit thereof.

Payment for services provided under this CONTRACT/AGREEMENT shall be in accordance with Exhibit “B” Method of Compensation. Upon completion, the work may be subject to an inspection by the DEPARTMENT.

Work that is determined to be unacceptable shall be re-performed by the CONSULTANT at no additional cost to the DEPARTMENT.

AWARD OF THIS CONTRACT/AGREEMENT

The DEPARTMENT shall award this CONTRACT/AGREEMENT to the top responsive, responsible Proposers whose references check out and has not been non-compliant, debarred, suspended or terminated from any other CONTRACT/AGREEMENT and who receives the highest combined score on their technical, oral presentation and price proposals.

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The DEPARTMENT reserves the right to award this CONTRACT/AGREEMENT in whole or in part.

The DEPARTMENT reserves the right to award this CONTRACT/AGREEMENT to one (1) or more CONSULTANTS in the best interest of the State.

The DEPARTMENT will allow other districts to utilize this CONTRACT/AGREEMENT so long as the supplement is within the original intent and scope.

For the purpose of award, after the proposals are opened and read, the price points shall be computed based on the “Grand Total.” This total will be based on those items with hourly rates specified.

Though the Contract Price Proposal shall be based on the “Grand Total” issuance of work shall be determined based upon need and written authorization from the Department’s Project Manager (or his/her designee). Work shall be performed as specified in the Task Work Order.

CONSULTANT SHALL AGREE TO THE FOLLOWING

Upon execution of this CONTRACT/AGREEMENT the CONSULTANT agrees to the following terms and conditions:

The CONSULTANT agrees that they shall provide the services for the periods required under this

CONTRACT/AGREEMENT.

The CONSULTANT agrees that they shall provide payment to all personnel, including subcontractor(s)/subconsultant(s) performing the services required under this CONTRACT/AGREEMENT.

The CONSULTANT agrees that they are an independent CONSULTANT with respect to the services being provided under this CONTRACT/AGREEMENT and shall be responsible for providing any salary or other benefits to the employees, subcontractor(s)/subconsultant(s) performing the services required under this

CONTRACT/AGREEMENT.

The CONSULTANT agrees that worker’s compensation insurance coverage is mandatory for its employees, subcontractor(s)/subconsultant(s) and will make all appropriate unemployment tax payments and shall provide worker compensation coverage and general liability insurance for the duration of this

CONTRACT/AGREEMENT.

The CONSULTANT shall not bill the DEPARTMENT for an employee performing the required services under this CONTRACT/AGREEMENT more than the proposed hourly wage rate established in the Exhibit “C” Contract Price Proposal for the type of services being performed.

The CONSULTANT agrees that they are an equal opportunity employer and refers Contract employees, regardless of race, sex, color, religion, creed, ancestry, national origin, disability, age, marital status or other protected class status pursuant to applicable law.

That the DEPARTMENT shall retain the right to accept or reject any employee covered under this

CONTRACT/AGREEMENT.

The CONSULTANT agrees to comply with all laws, ordinances, regulations and code requirements applicable to the work contemplated herein.

That the CONSULTANT has thoroughly read, understands and agrees to all the terms and conditions of this

CONTRACT/AGREEMENT.